Documentation Writing Skill

Metabase Writing Style Guide

Core Principles

Write like you're talking to a colleague. Be conversational, not formal. Get people what they need quickly. Know your audience and match the complexity.

Tone and Voice

Do:

• Use contractions ("can't" not "cannot")
• Say "people" or "companies" instead of "users"
• Be friendly but not peppy
• Acknowledge limitations honestly ("that's on us, not them")
• Jokes and Easter eggs are okay (permit them, don't suggest them)

Don't:

• Use exclamation points excessively
• Rely on tired tropes about nerdiness
• Use corporate jargon ("utilize", "offerings", "actionable insights")
• Tell people something is cool (show them instead)

Structure and Clarity

Lead with the important stuff:

• Most important information first
• Lead with the ask, then provide context
• Cut text that adds little value (when in doubt, cut it)
• Each paragraph should have one clear purpose

Make headings do the work:

• Convey your actual point, not just the topic
• "Use headings to highlight key points" not "How to write a good heading"
• Use sentence case, no punctuation except question marks
• No links in headings unless entire heading is a link

Instructions and Examples

Tell people what to do:

• Give the action before explaining why
• Put commands in execution order
• Provide context, steps, and reasoning
• Don't describe tasks as "easy" or "simple"

Answer unasked questions:

• Include answers to "dumb" questions you had when learning
• Don't literally include the question, just give the answer

Formatting

Code vs. UI elements:

• Backticks for code, variable names, parameters only
• Bold for UI elements and labels (e.g., "Click the Save button")
• Don't use backticks or quotes for UI elements

Writing Mechanics

• Limit pronouns when introducing new terms (repeat the term to reinforce it)
• Ampersands only in proper nouns, never as substitute for "and"

Terminology Preferences

Use familiar terms from tools people already know:

• "Summarize" (like Excel) instead of "aggregate"
• "Take a look at" instead of "reference"
• "Filter" instead of technical database terms when appropriate

Red Flags

Avoid these patterns:

• Multiple exclamation points
• Linking "here"
• Bullet lists to explain (use prose)
• Numbers that will change (guard against change)
• Describing things as "easy" or "simple"
• Stock photography-worthy content

When writing documentation

Start here

1. Who is this for? Match complexity to audience. Don't oversimplify hard things or overcomplicate simple ones.
2. What do they need? Get them to the answer fast. Nobody wants to be in docs longer than necessary.
3. What did you struggle with? Those common questions you had when learning? Answer them (without literally including the question).

Writing process

Draft:

• Write out the steps/explanation as you'd tell a colleague
• Lead with what to do, then explain why
• Use headings that state your point: "Set SAML before adding users" not "SAML configuration timing"

Edit:

• Read aloud. Does it sound like you talking? If it's too formal, simplify.
• Cut anything that doesn't directly help the reader
• Check each paragraph has one clear purpose
• Verify examples actually work (don't give examples that error)

Polish:

• Make links descriptive (never "here")
• Backticks only for code/variables, bold for UI elements
• American spelling, serial commas
• Keep images minimal and scoped tight

Format:

• Run prettier on the file after making edits: yarn prettier --write <file-path>
• This ensures consistent formatting across all documentation

Common patterns

Instructions:

Run:
\`\`\`
command-to-run
\`\`\`

Then:
\`\`\`
next-command
\`\`\`

This ensures you're getting the latest changes.

Not: "(remember to run X before Y...)" buried in a paragraph.

Headings:

• "Use environment variables for configuration" ✅
• "Environment variables" ❌ (too vague)
• "How to use environment variables for configuration" ❌ (too wordy)

Links:

• "Check out the SAML documentation" ✅
• "Read the docs here" ❌

Watch out for

• Describing tasks as "easy" (you don't know the reader's context)
• Using "we" when talking about Metabase features (use "Metabase" or "it")
• Formal language: "utilize", "reference", "offerings"
• Too peppy: multiple exclamation points
• Burying the action in explanation
• Code examples that don't work
• Numbers that will become outdated

Quick reference

Write This	Not This
people, companies	users
summarize	aggregate
take a look at	reference
can't, don't	cannot, do not
Filter button	`Filter` button
Check out the docs	Click here